Performance appraisal is an elemental part of any supervisor's duties and each supervisor is expected to participate fully in this process. Performance appraisal is one of the most important tools we have to recognize and improve the contributions and skills of the individuals who make up our organization and to plan for our future success. 

Purpose	Annual Process and Timetable
Performance Appraisal Forms	Monthly/bimonthly evaluation
Performance Rating Guidelines	Probationary evaluation (new employees)
FAQ about Performance Appraisal	Supervisor Review Overview

Purpose

The performance appraisal form and conference serve several purposes. These include promotion of communication between employee and supervisor about the employee's work performance, policies and practices within the unit which affect that performance, and means by which that performance might be enhanced. The performance appraisal should be used as a forum for establishing goals and expectations for the coming year, identifying ways in which the employee can develop his/her skills, and for encouraging such development.  The performance appraisal form should also be used as an opportunity to make any changes to the employee's position description so that it accurately reflects the duties and responsibilities of the performed by the employee. 

Annual Performance Appraisal Process 

The performance appraisal period is January 1- December 31 each year. An annual performance appraisal is required by the Board of Regents for each employee. This includes everyone except those employees who are still in their probationary period or for whom probationary evaluations have been completed since October. 

Employees transferred /promoted within the Libraries during the year are not considered probationary employees by the University (unless they are currently in their 180 calendar days probationary period).  Therefore, these employees should have an annual evaluation completed during the annual performance process.  The current supervisor has responsibility for managing the evaluation process including completing the evaluation form, holding the evaluation conference, and determining the overall evaluation rating. 

At the time of transfer/promotion, the previous supervisor may draft a performance statement or complete an evaluation form and discuss it with the employee for inclusion in the employee's personnel file. It is understood that the employee was transferred/promoted based on an acceptable reference by that previous supervisor. 

Timetable for 2007 Performance Process

December 14, 2007 (date can be adjusted as needed by the supervisor)	"Employee Remarks" (Classified Employees - optional);  "Activities and Accomplishments" (Libraries' Faculty form - mandatory); "Activities and Accomplishments" (Performance Evaluation Optional form - mandatory) due to supervisor
January 07, 2008	Supervisor Review forms due to Libraries' HR
January 18, 2008	Departmental overall rating levels due to Libraries' HR
January 23, 2008	Overall rating levels are examined by the University Librarian and adjustments are requested as appropriate and necessary to achieve overall equity
January 23 -  February 29, 2008	Performance appraisal forms are distributed and conferences are scheduled for discussion between supervisor and employee
February 29, 2008	Completed appraisals are due to Libraries' HR

Supervisor Review Overview

As part of the larger performance appraisal process, all employees have the opportunity to communicate about the performance of supervisors in their administrative chain using the Supervisor Review Form .    The purpose of this process is to provide another perspective that can be used in goal setting with the supervisor being reviewed.  This information is advisory in nature to the supervisor's supervisor and can be anonymous. 

Of course, this method is not the only avenue to provide feedback about an individual's supervisor.  Employees are welcome to talk with the supervisors' supervisor at any time.  Participation is not mandatory, but all employees are highly encouraged to participate in this process, by using the form, writing a letter or e-mail, or by a discussion with the supervisor's supervisor. 

Your comments will be forwarded to the appropriate supervisor of the individual being reviewed and will not be cited directly with the supervisor being reviewed.  Information collected from these forms is subject to disclosure under the Georgia Open Records Act. 

Monthly, BiMonthly and Probationary Evaluations for New/Transferred/Promoted Employees

Probationary evaluation for new employees
All newly hired classified employees are required to serve the first 180 calendar days of work at the University on a probationary basis. A probationary evaluation is mandatory under University and Libraries' guidelines. Probationary evaluation forms should be sent to the department head for review and then forwarded to the Libraries' Human Resources Office. The completed probationary evaluation form becomes part of the employee's permanent personnel file.

Monthly/bimonthly evaluation for new/transferred/promoted employees 
A monthly/bi-monthly evaluation of new employees is not mandatory under University or Libraries guidelines.  The Libraries, however, encourages a monthly evaluation as it creates an opportunity for communication between the employee and the supervisor regarding the employee's progress prior to the mandatory 180 calendar days probationary evaluation.  Likewise, a bimonthly evaluation is suggested for transferred/promoted employees a bi-monthly process at the second and fourth months.  Since the monthly/bi-monthly evaluation is not part of the personnel file, after department head review the evaluation should be kept in departmental files. 

Six-month probationary evaluation for transferred/promoted employees
A six-month evaluation for transferred/promoted employees is not mandatory under University or Libraries guidelines.  The Libraries, however, encourages a six-month evaluation as it creates an opportunity for communication between the employee and the supervisor regarding the employee's progress. Since this evaluation is not part of the employee's permanent personnel file, after department head review the evaluation should be kept in departmental files. Employees who are transferred/promoted do not serve another six-month probationary evaluation period. 

Annual evaluation procedures for employees transferred/promoted within the Libraries
Employees transferred /promoted within the Libraries during the year are not considered probationary employees by the University.  Therefore, these employees should have an annual evaluation completed during the annual performance process.  The current supervisor has responsibility for managing the evaluation process including completing the evaluation form, holding the evaluation conference, and determining the overall evaluation rating.

At the time of transfer/promotion, the previous supervisor may draft a performance statement or complete an evaluation form and discuss it with the employee for inclusion in the employee's personnel file. It is understood that the employee was transferred/promoted based on an acceptable reference by that previous supervisor. 

Performance Appraisal Bibliography

Bacal, Robert. Manager's Guide to Performance Reviews. New York: McGraw-Hill, c2004. HF5549.5.R3 B28 2004

Goodson, Carol F.The Complete Guide to Performance Standards for Library Personnel. New York : Neal Schuman, 1997.; Z682.28 .G66; 1997

Grote, Dick.The Complete Guide to Performance Appraisal. New York, NY; American Management Association, 1996. HF5549.5 .R3 G64

Murphy, Kevin R. and Cleveland, Jeanette N. Understanding Performance Appraisal: Social, Organizational, and Goal-based Perspectives. Thousand Oaks : SAGE Publications, 1995.  HF5549.5 .R3 M863 1995

Hornsby, Jeffrey S. Frontline HR : a handbook for the emerging manager. Mason , Ohio : Thomson, c2005. JF5549.H52987 2005

Neal, James E. Effective Phrases for Performance Appraisals: A Guide to Successful Evaluations, Perrysburg, Ohio : Neal Publications, 1988. HF5549.5.R3 N4 2003

Plachy, Roger J.Performance Management: Getting Results from your Performance Planning &Appraisal System. New York , NY : American Management Association, 1988.; HF5549.5 .P35 P55 1988

Report of a Session at the International Personnel Management; Association conference, Chicago “Changing the Way We Evaluate Employees.” Library Personnel News 8 (Jan./Feb. 1994): 4. Main Z682.L52